Executive Assistant to the CEO

Job Description

• Driving operational efficiency and executive alignment, this position acts as the CEO’s trusted right hand. The role is responsible for overseeing diary management, communications, travel logistics, and executive events to ensure leadership time remains focused on commercial and strategic decision-making.
• Serving as the primary point of contact across the executive team, clients, OEM partners, and visiting delegates, the position requires absolute discretion and diplomatic communication. By maintaining robust follow-through on key priorities, tracking action items, and coordinating cross-border travel and high-level events, the candidate ensures seamless support within a fast-moving executive environment.

Key Responsibilities

• Diary & Time Management: Manage the CEO’s calendar, protect focus time, resolve scheduling clashes, and prepare daily briefs covering meetings, preparation material, and open follow-ups.
• Inbox & Communication: Triage the CEO's inbox, draft routine replies, flag urgent decision items, and act as the central gatekeeper for internal and external stakeholders.
• Executive & Leadership Support: Prepare briefing notes, meeting packs, and simple presentations for board and leadership meetings; record minutes, decision logs, and track cross-functional action items to closure.
• Travel & Logistics: Coordinate domestic and international travel bookings (flights, accommodation, transfers, car hire), manage visa and vaccination requirements for cross-border trips, create detailed itineraries, and reconcile expenses.
• Events & Workshop Coordination: Coordinate OEM visits, client workshops, and conferences at Gallagher Estate; oversee invitations, RSVPs, catering, venue setup, and run-sheets in collaboration with operational teams.
• Records & Confidentiality: Maintain document filing, agreement tracking, contact databases, and handle sensitive HR, legal, and financial information with complete confidentiality.

Requirements

• Matric certificate.
• Relevant business administration or executive assistant qualification.
• 5+ years of experience as an executive assistant to a CEO, Managing Director, or senior executive.
• Proven experience in international and regional travel coordination, including visas and cross-border logistics.
• Proven track record in event coordination, including venue management, catering, and guest logistics.
• Excellent written English communication skills.